Smarter Week

How to automate it

How to automate “set quarterly goals, budgets and plans”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

240 min
typically, once a month
35%
of the time can be automated
Some setup
to set up

Fix 1 of 2

AIBest fix

Have AI turn last quarter's results and inputs into a draft plan

AI can make the first pass at goals, key results and risks from what you already have, so the planning session starts from a draft, not a whiteboard.

Typically saves about 30% of the time10 min to set up
  1. 1Gather last quarter's goals and results, company priorities, and each team's proposals.
  2. 2Run the prompt below.
  3. 3Use the draft as the pre-read for the planning meeting.
  4. 4Make the real trade-offs in the meeting; that part stays with you.
Prompt to copy
Using the inputs below, draft [TEAM]'s plan for [QUARTER]. Give 3 to 5 objectives, each with 2 to 3 measurable key results with a baseline and target, the main dependencies on other teams, the top risks, and what we are choosing not to do. Point out where the team proposals conflict with company priorities or with each other.

Company priorities:
[PASTE]

Last quarter's results:
[PASTE]

Team proposals:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

Fix 2 of 2

AI

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up
  1. 1Export or open the data.
  2. 2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
  3. 3Describe the report you want, including the breakdowns.
  4. 4Check the totals against the source before you share.
Prompt to copy
Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

General Manager / VPDepartment head / DirectorChief of Staff

HourLeak · the 8-minute work audit

How many hours does this cost you?

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Answers are anonymous. Leaders only see team totals.

Other common tasks for General Managers / VPs